Co-op and Internship Coordinator - Limited Term

Co-op and Internship Coordinator - Limited Term

Tracking Code: req2166

Faculty/Department: Office of the Deputy Provost

Number of Positions: 1

Appointment Type: Limited Term

Hours of Work: 35 hours per week

Salary Range: Level 7- Starting Salary, Step 1$70,997

Posting Date: July 22, 2026

Closing Date: August 4, 2026 (7:00 pm EST)

Job Summary

The Co-op and Internship Coordinator assists the organization and coordination of programs and initiatives that support career development and experiential learning among students and alumni at Ontario Tech University.

Reporting to the Manager, Co-op and Internships, this positions accountable for information and program coordination, administrative support and special projects within the unit to promote student engagement and success at Ontario Tech University.

The Coordinator works in close collaboration with students, staff and faculty members across the university to oversee the administration of career development and co-op/internship programs, services and resources for students.

Responsibilities/accountabilities

Program Administration

• Supports the Co-op and Internship programs by:
• Working with the Faculties to review program processes and creates procedures and documents to support co-op and internships for students
• Understand and interpret the established guidelines, procedures, and processes for co-op and internship programs in order to accurately direct and advise students and employers, and ensure the integrity of the program
• Act as a point of contact for co-op and internship programs for students, faculty, staff, and employers
• Identifies scenarios (e.g. unique requests that do not fit within existing guidelines requiring consultation with Manager and/or with Faculty/School program partners and participates in discussions to inform decisions
• Maintains records for all program information, compiles statistics and prepares content for reports
• Obtains feedback from employers, students, and partners to inform recommendations for improvements to the program and processes
• Contributes to other Career Centre activities as needed, representing the co-op and internship programs while supporting career fairs, employer relations and recruitment services
• Liaising with faculty representatives to track student placements, evaluation of work-term reports, and submission of final grades
• Creates weekly newsletter for co-op and internship students to inform of processes, job postings, workshops, and events

Orbis Portal Co-op Modules

• Configuring the co-op modules for each term. This includes changing and activating the new term, configuring all programs, configuring the status workflow, and setting up sequences
• Monitoring any changes to program processes and updating the module accordingly
• Train and support co-op staff and faculty on processes for viewing student accounts and for marking final co-op/internship reports through the co-op modules
• Set up interviews through the co-op and internship module
• Maintaining and updating database records and files concerning employer and student applications and activity by term and assisting in the preparation of reports and information to relevant Faculties and departments
• Troubleshoot any issue that students, faculty or co-op staff may have with accessing accounts
• Liaise with internal stakeholders for any module upgrades or issues that may arise
• Support co-op staff with creating and setting up email templates, and events

Employer Support

• Serves as a key point of contact for employers and community partners to the unit in person, via email or by phone. This includes:
• Monitoring the Career Centre phone line and email accounts and providing information about programs and services, special events, policies and procedures and/or directs queries to the appropriate staff member or university office in a timely an professional manner
• Providing information and assistance to employers regarding employment services, interview processes, deadline dates for internship, co-op and career services
• Guiding employers through the co-op and internship hiring cycle including job posting, company information sessions, interviewing, and tracking offers and acceptances
• Assisting employers in the recruitment and coordination of co-op and internship placements, posting positions, tracking closing dates, coordinating interviews preparing and delivering application packages with relevant documents(e.g. transcripts writing samples), and preparing tax letters and other correspondence
• Maintaining the online job posting system, assisting employers in setting up accounts, posting opportunities, and troubleshooting issues
• Setting up and maintaining appropriate lists and other communication networks to ensure that program information is disseminated in the most efficacious manner
• Informing the appropriate team member/faculty partner of any problems or concerns expressed by students or visitors that may have a negative impact on the quality of the service, making suggestions as appropriate and assisting to help remedy the situation

Special Projects

• Carries out and participates in special projects on behalf of the Career Centre as required

Required Skills

• Excellent customer service skills, professionalism and diplomacy
• Superior organizational skills
• Ability to work effectively individually and within a team environment
• Strong computer skills and competency with Excel, Word, PowerPoint, Google Drive, and internet and database software, willingness to learn new software as required
• Demonstrated ability to work collaboratively and communicate effectively in writing and orally
• Proven ability to multitask and work well under pressure in a fast-paced environment with strict deadlines
• Demonstrated ability to take initiative, problem solve, exercise sound judgment, and respect the confidential nature of student information
• Demonstrated sensitivity to the needs of students with a variety of abilities, cultures, and backgrounds

Required Knowledge

• Knowledge of co-operative education and internship programs and the Orbis system is an asset.

Required Education

• Post-secondary education of three academic years required
• An equivalent combination of education and experience may be considered
• Completion of university degree preferred
• An equivalent combination of education and related experience may be considered

* Verification of Academic credentials may be required

Required Experience

• Minimum of three to five years proven experience working in an administrative role, preferably in a university setting

This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the university’s policies which may also be found on our website https://ontariotechu.ca and which may be amended from time-to-time.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle. If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy.

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 8/17/2026

Expected End Date: 8/10/2028

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